How "ChatGPT transcription" actually works
1) ChatGPT Record Mode (macOS desktop)
- Record meetings/notes; ChatGPT live‑transcribes and then uploads the transcript to create a private "canvas" with summaries/action items.
- Recording cap: 120 minutes per session.
- Availability: macOS app for Plus/Pro/Business/Enterprise/Edu (at no extra cost upon launch).
- Training & retention: Audio files are used only for transcription and then deleted. For consumer tiers, transcripts/canvases may be used to train models unless you turn training off. Enterprise/Edu content is excluded from training by default. Retention generally follows standard chat retention (e.g., deletion within ~30 days) unless legally required to retain. Accuracy is best in English today.
2) ChatGPT / OpenAI Speech‑to‑Text API
- Upload audio to OpenAI's cloud "Transcriptions" endpoint (e.g., Whisper / STT models).
- File size limits and language coverage apply; OpenAI notes the underlying model was trained on ~98 languages (accuracy varies by language).
Bottom line: ChatGPT transcription is not offline. It relies on OpenAI's servers and requires internet; data handling depends on product tier and settings.
ChatGPT transcription — key pros ✅
- End‑to‑end convenience: Record, transcribe, and auto‑summarize; outputs can be turned into tasks, emails, or plans in one place.
- Enterprise‑friendly controls: Business/Enterprise/Edu content is excluded from training by default; admins can control Record Mode.
- Multilingual foundation: OpenAI's STT models were trained on ~98 languages (accuracy varies).
ChatGPT transcription — potential cons ⚠️
- Cloud dependency: Audio/transcripts are processed on OpenAI servers; internet required. If you need guaranteed offline/on‑device processing, ChatGPT won't meet that bar.
- Data retention & training nuance:
- Consumer ChatGPT: Your content may be used for training unless you opt out via privacy controls.
- API: Inputs/outputs are typically retained ~30 days for abuse monitoring (zero‑retention may be available for qualifying orgs).
- Legal holds can override deletion (e.g., current litigation‑related data preservation).
- Platform/feature limits: Record Mode is macOS‑only (for now) and capped at 120 minutes per session; STT API has file size limits.
Security context (why some teams still avoid cloud transcription)
- Data minimization matters: If audio/text never leaves the device, you reduce network and third‑party exposure. Mobile risks like insecure communication and data leakage are well‑documented.
- Breach cost reality: IBM's 2025 report puts the average data breach at US $4.4M (–9% YoY), with many orgs lacking AI access controls—a reminder that less data movement often equals less risk.
- Regulated work: HIPAA's Security Rule expects strong administrative/technical safeguards; keeping PHI off third‑party servers can simplify policies (this is not legal advice).
The private, offline alternative: VoiceScriber (100% on‑device)
If your requirement is "no cloud, ever", choose a tool built for it.
VoiceScriber:
- 100% offline, on‑device transcription — works in airplane mode; never sends any recording or data to cloud servers.
- 100+ languages supported offline.
VoiceScriber is purpose‑built for privacy‑critical workflows. All audio and transcripts remain on your iPhone unless you explicitly export/share them.
At‑a‑glance: ChatGPT Transcription vs. VoiceScriber
| Factor | ChatGPT (Record Mode / API) | VoiceScriber (Offline Alternative) |
|---|---|---|
| Connectivity | Internet required (cloud) | No internet needed (airplane mode OK) |
| Where processing happens | OpenAI servers | On your device |
| Training usage | Consumer ChatGPT may train on content unless you opt out; Enterprise/Edu excluded by default | Never uploads; nothing to train on |
| Retention | Typically ~30 days (API); legal holds may extend | Local only until you export |
| Languages | ~98‑language training base; English best for Record Mode today | 100+ languages (offline) |
| Session/file limits | Record Mode 120‑min cap; API file size limits | Device‑bound (no server caps) |
| Best for | Integrated AI summaries & teamwork in cloud‑friendly orgs | Maximum privacy & offline reliability |
If you must use ChatGPT for transcription, harden your setup
- Turn off training (consumer): Opt out via OpenAI's privacy controls.
- Prefer Enterprise/Edu/Business: These tiers exclude content from training by default; admins can disable Record Mode.
- Mind retention & legal holds: Understand 30‑day API retention and that active litigation can suspend deletion.
- Avoid PHI/PII where possible or de‑identify content to reduce risk (HIPAA still applies).
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FAQs
Does ChatGPT transcription work offline?
No. ChatGPT transcription (Record Mode or the API) is cloud‑based and requires internet; processing happens on OpenAI servers.
Does OpenAI train on my transcripts?
- Consumer ChatGPT: Content may be used to improve models unless you opt out.
- Enterprise/Edu: Excluded from training by default.
- API: Not used to train by default, but logs may be retained ~30 days for abuse monitoring.
How long does OpenAI keep my data?
API inputs/outputs are typically retained ~30 days (some orgs qualify for zero‑retention). Chat content follows workspace settings—and legal holds can override deletion timelines during litigation.
What languages does ChatGPT transcription support?
OpenAI notes the underlying STT model was trained on about 98 languages, with English performing best today in Record Mode. Accuracy varies by language.
What's the offline alternative?
VoiceScriber. It works 100% offline in 100+ languages and never sends any recording or data to cloud servers.